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Job Req ID:  17253

CO Sr. Administrative Coordinator

 

General Summary/Purpose:

Provides administrative and clinical support to the Chief of Surgical Oncology fulfilling administrative and clinical duties to support the overall Division. This position will be the first point of contact to patients, faculty, and staff, inside and outside referring providers. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Clinical Surgical Coordinator will work in a fast paced and demanding environment and must be able to function independently. The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.

Specific Duties/Responsibilities:

Administrative Duties:

  • Primary duties and responsibilities include coordination of all Administrative needs of the Division of Surgical Oncology, Faculty, Surgical Fellow and Research Fellow.  (Completed business travel arrangements, manage outlook calendars, meetings and clinical schedules, Society fulfillments and conferences, Fellowship yearly coordination responsibilities, etc.)
  • Act as an information resource and provide assistance for faculty, division administrator, Surgical Fellow, Research Fellow’s, trainees and staff as well as contacts from outside the Division on administrative matters.
  • Provide professional level administrative and clerical support to the Division of Endocrine Surgery and Department administrator in implementing policies and decisions and assisting with projects and new initiatives as needed.
  • Monitor workflow and develop documentation of standard operating procedures as part of continuous improvement of administrative operations.
  • Will be responsible for HR coordination incoming Surgical and Research Fellows and Faculty including hiring, onboarding and off boarding of staff members, with guidance from and in partnership with departmental HR resources.
  • Coordinate and process invoice payments, check requests and reimbursements for the Division of Endocrine Surgery in a timely and accurate manner.
  • Prepare and edit presentations, slides, manuscripts and reports as requested.
  • Assist faculty member(s) with bio sketches, other support, and any other documents as requested.
  • Coordinate all division group meetings, agendas and materials.
  • Coordinate all visiting Professor’s invited talks, meetings, agendas, dinners, flights, lodging and processing of reimbursements. 
  • Prioritize workloads as needed to meet competing deadlines.
  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, and printer.
  • Perform other duties and special projects as requested or assigned.
  • Mange phone lines.
  • Provide Administrative coverage for other department staff. 

Clinical Duties:

  • Primary duties and responsibilities include coordinating and management of all surgery cases for Chief and junior faculty of division all locations.  Patient coordination of all appointments, paperwork and outside pre-operative risk stratification documents. Posting OR cases.
  • Coordination of all patient clinic documents for Chief and Junior faculty clinics in all locations.  Chief 6-7 clinics per month.  Junior faculty 4 clinics per month. 
  • Obtain additional necessary outside patient clinical documentation and/or imaging for faculty.
  • Arrange further testing as needed for patient care plan.
  • Manage surgical on-call schedule for division.  Create, post and update the on-call schedule on Intelliweb program and surgeon’s calendars.   
  • Triage phone patient phone calls disseminate information to Advanced Practice.
  • Reports to the Division Administrator of Department of Surgery.

Minimum Qualifications:

  • High School Diploma/GED
  • 5 years progressively responsible administrative experience.

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for required education on the same basis.  For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

  • Bachelor’s degree strongly preferred.

Special Knowledge, Skills, and Abilities:

  • Five years progressively responsible administrative experience required.
  • Requires experience using Microsoft office suite applications
  • Managing multi-line phones.
  • Knowledge of SAP system, accounts payable; and some grant & manuscript preparation.
  • Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.
  • Clinical/medical terminology, EPIC program use, other clinical application use and medical program resources.

 

Classified Title: Sr. Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/3/OF
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Employee group: Full-Time 
Schedule: Monday-Friday / 8:00am-4:30pm 40hrs/Wk
Exempt Status: Non-Exempt  
Location: Blalock - 600 N. Walofe Street - 04-MD:School of Medicine Campus
Department name: 10003966 - SOM - Sur Cameron HPB Service - Surgery 
Personnel area: SOM - School of Medicine

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

 

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